Top 7 Best Practices for Software License Management
Software license management is a process that ensures users are using their software in accordance with its licensing agreement while providing accountability throughout an organization, whether large or small.
It tracks who has used what licenses, when they have been authorized for use within this type of system, and keeps track of every single one being requested so usage doesn’t exceed the number of licenses authorized by a company. It does this for its entire workforce, down to each individual user. . Unfortunately, many companies struggle with this today and are wasting money as a result.
It’s important to understand that Software Licensing requires more than just knowing how many licenses are in use – it also covers understanding who has permission to access which tools, where they’re being used, whether or not users have their own accounts for company-managed services, and more.
As with any technology, new tools are constantly being developed to help organizations manage their software licensing processes, and this is where hyperautomation comes in. With hyperautomation, you can eliminate manual processes by creating a single platform for managing software license usage across the enterprise.
Using this kind of tool will allow your company to have complete visibility into how much each user has used throughout an organization-wide level, which allows you to control costs and identify where licensing needs to be increased.
These steps will help you manage your software licenses efficiently so you can save time and money.
1. Ensure Compliance with Software License Agreements
The first best practice for software licensing management is to use the right tools. Not all license tracking and automation solutions are created equal, so you need to find a vendor that can help you manage your licenses efficiently with their powerful features and functionality.
You should also consider getting an automated solution like hyperautomation because it will save time and money by streamlining processes across devices and platforms while offering unmatched visibility into the usage of every single license in real-time.
2. Maintain Accurate License Counts with Hyperautomation
Another one of the best practices for software licensing management is to automate as many processes as possible including user provisioning, device registration, approval workflows, requests for new or different types of licenses, reports on usage statistics by company departments such as R&D vs Sales & Marketing, and so on.
Hyperautomation provides you with the tools to automate these processes while monitoring the usage of licenses in real-time, ensuring that no more than the number of licenses allocated for each user is used.
3. Organization is key
One of the best practices for software licensing management is organization. You need to make sure that every person or device using a specific type of program has an account associated with them in your system by creating groups based on departments within your company, their roles (i.e.: managers vs developers), devices they use (laptop vs desktop), and more.
This ensures accountability when it comes time to check how many seats are being utilized across all of your company departments as well as by specific users.
4. Evaluate and Document Usage of All Software Products
Another one of the best practices for software licensing management is to monitor usage in the cloud and keep track of everything using hyperautomation.
Usage reports will help you make sure that no more than a certain number of licenses are being requested at any given time, and if there’s an overage, you’ll be able to find out who it was assigned to or why they exceeded their license allocation so that this doesn’t happen again.
Hyperautomation can integrate with existing systems such as Active Directory (AD) via LDAP authentication which means all user accounts/passwords only need to be managed once rather than multiple times across different servers and devices – thus streamlining the entire process.
5. Automation is good, but hyperautomation is better
The last best practice for software licensing management is to use hyperautomation. Software license management solutions like hyperautomation are designed to automate processes across devices and platforms, enabling businesses with distributed workforces or multiple locations to manage their licenses efficiently while offering unmatched visibility into usage of every single license in real-time – 24/7, 365 days a year without having to lift a finger thanks to its automated workforce; all you need is an internet connection.
This saves time and money by streamlining processes that require tracking which also provides accountability when it comes time to check how many seats are being utilized throughout your entire company as well as access who has used more than what they’ve been allocated. There are no more overages after using this kind of license management solution.
6. Eliminate Unwanted Software Licenses with Automation
If you are currently using software products that aren’t being used by anyone on the team it is likely wasting both licensing costs as well as storage space. The best way to avoid this is by using automation in order to maintain accurate usage records so that you can remove any unnecessary licenses immediately.
7. Ensure Transparency with Licensing Agreements and Software Management Tools
In the end, it’s important to keep your team updated on new licensing agreements as well as all of the changes made to existing agreements by using software management tools.
This ensures transparency and allows your team to understand exactly what is going on with their licenses without having to reach out for support every time a new license agreement comes up or has been changed.
In conclusion, the best practices for software licensing management include organization to keep track of how many seats are being used and who they’ve been assigned to across your entire company as well as evaluating and documenting usage of all software products.
Hyperautomation can be an excellent way to automate processes that require tracking which also provides accountability when it comes time to check how many licenses are being utilized throughout your entire company; in addition, there is always zero coverage after using this kind of license management solution.
Finally, you should use automation in order to maintain accurate records so that unnecessary licenses can be removed immediately while keeping team members updated on new licensing agreements through both automated tools and transparent communication with the help desk whenever necessary ensures transparency within your business.
Asignet is the technology and automation leader of Telecom & IT Lifecycle Expenses Management utilizing its patented RPA Robot process automation platform. The Asignet platform builds and monitors telecom, SaaS, Cloud, IT billing, inventory, and usage, helping global enterprises to optimize, secure, and manage all IT assets and its expenses.
Contact us for more information.